Q702--New Albany, Indiana Community Based Outpatient Clinic (CBOC) Initial Outfitting, Transitioning & Activation Services (IOT&A)

Amendment / Modification

This amendment posts "ATTACHMENT Q NEW ALBANY EQUIPMENT LIST".

This amendment adds a new attachment.

No changes to proposal deadlines, requirements, or evaluation factors are indicated by this amendment.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT Q - New Albany Equipment List.xlsx", is an Excel spreadsheet detailing equipment requirements for the opportunity. It serves as a comprehensive list of items, quantities, and associated acquisition information.

• Item Description: Specific equipment needed (e.g., Wheelchair, Patient Transport, Folding; Mirror, Float Glass, ADA Accessible).
• Quantity: The number of units required per room or in total.
• Acquisition Code: Indicates the procurement method (e.g., VV for "New", CC for "New", MS for "New").
• Projected Need By Date: The date by which the equipment is required.
• Cost/Item & Total Cost: Financial details for each item.
• Acquisition Method: Specifies the procurement strategy (e.g., "Full and Open Market").

This attachment provides critical details about the specific equipment and materials required for the project. Bidders should review this list to understand the scope of potential equipment procurement, associated quantities, and delivery timelines. The cost and acquisition method information may also be relevant for bid preparation and strategy.

Form / Attachment / Pricing Sheet

This document is a "Contract Staff Roster" template. It is intended to collect information about personnel assigned to a contract.

• Employee Name
• Labor Category
• Key Personnel (Y or N)
• Prime or Sub
• Task(s)/CLIN(s) Assigned
• Security Level Required
• Date Clearance Requested
• Date Clearance Received
• PIV Issue Date
• PIV Turn-in Date

Bidders may be required to complete and submit this roster as part of their proposal or upon contract award to detail the staffing plan for the contract.

Form / Attachment / Pricing Sheet

This document is a "Travel Authorization Request" form. It is used to request and document approval for official travel.

• Requestor Name, Organization, Position Title
• Travel Dates, Origin, Destination
• Purpose of Trip
• Associated Task, Subtask, and/or Deliverable
• Duration of Trip (excluding travel days)
• Approximate Costs (Transportation, Lodging, Per Diem, Other, TOTAL)
• Approving Official Name, Approval Status (Yes/No), Signature
• Comments section

This form is likely an attachment to a solicitation or contract. Bidders may be required to use this form for requesting travel related to the contract's performance, or it may be an example of a form used by the government for travel authorization that is relevant to understanding contract operations.

Form / Attachment / Pricing Sheet

This document, titled "POSITION/TASK RISK DESIGNATION LEVELS MATRIX," outlines the risk designations for various tasks and labor categories. It appears to be an attachment to a larger solicitation or contract, providing information on position sensitivity levels.

• Tasks: Lists specific tasks (e.g., Project Management Services, Acquisition Planning Services, Warehousing and Warehousing Management Support) and their corresponding Position Sensitivity Levels (LOW, MODERATE, HIGH).
• Labor Categories: Provides a list of sample labor categories (e.g., Administrative Assistant, Project Manager, IT Specialist, Warehouse Laborer, Engineer) and indicates their risk designation (LOW (NACI), MODERATE (MBI), HIGH (BI)) with an 'X' mark.

This document is relevant to bidders as it helps define the security and background investigation requirements for personnel filling specific roles within the contract. Bidders may need to understand these designations to assess personnel qualifications, potential hiring challenges, and associated costs for fulfilling the contract requirements.

Statement of Work (SOW) / Performance Work Statement (PWS)

To provide Initial Outfitting, Transition, and Activation (IOT&A) services for the Department of Veterans Affairs, Veterans Health Administration (VHA) New Albany Outpatient Clinic (OPC), with the goal of completing the project by March 2029.

The contractor shall provide comprehensive project management, interior design, FF&E (Furniture, Fixtures, and Equipment) and space planning support, CONOPS (Concept of Operations) and transitioning planning, and acquisition support services. This includes package development, activation, delivery, relocation, installation, training, and post-occupancy support.

Primary place of performance is at the Government's facility. Face-to-face meetings will be held at the existing Medical Center in Louisville, KY, the new Medical Center, or other nearby off-site facilities. Workdays are Monday through Friday, 8 hours per day, 40 hours per week, with core hours from 0800 to 1630. Weekend work may be expected for specific tasks.

• Comprehensive Project Management Services

• Comprehensive Interior Design, FF&E, and Space Planning Services

• Concept of Operations (CONOPS) Transition Planning, and Project Staffing Planning

• Acquisition Planning Services

• Deliverables include Monthly Project Status Reports, Activation Integrated Master Schedule (AIMS), Risk Management Plan, Change Management Plan, WBS, SharePoint site updates, meeting minutes, FF&E Cut Sheets, Artwork Cut Sheets, Artwork Placement Plan, Master Key Plan, Room-by-Room Master Equipment and Furniture List (MEL), FF&E Layouts, 3-Dimensional Design Renditions, Rough Order of Magnitude (ROM), Mock-up Services and Report, Design Submittals, Equipment Reuse and Disposal Plan, Transition Plan, Integrated Move Plan, Project Staffing Plan, Room Contents and Acquisition Plan, and Procurement Packages.

• Contract Type: Firm-Fixed-Price (FFP)

• Set-Aside: 100% Service-Disabled Veteran Owned Small Business (SDVOSB)

• Non-Personal Services contract.

• Organizational Conflict of Interest (OCI) provisions apply, restricting contractor participation in FF&E procurements.

• Key Personnel requirements are detailed, including experience and qualifications for IOTA Activation Project Manager, IOTA Senior Designer, and IOTA Senior Transition Planner.

• Contractor employees must wear identification and identify themselves as contractor personnel.

• Strict adherence to security, privacy, and information handling policies is required.

• Compliance with numerous Federal laws, regulations, VA directives, and handbooks is mandatory.

• Mandatory electronic invoice submission is required.

• Government Furnished Property (GFP) and Information will be provided as needed.

• Quality Control Plan and Performance Metrics are outlined.

Form / Attachment / Pricing Sheet

This document is a Quality Assurance Surveillance Plan (QASP) for the Initial Outfitting, Transition, and Activation Services Contract at the New Albany Outpatient Clinic. It outlines the systematic methods the government will use to monitor the contractor's performance and ensure services meet the standards defined in the Performance Work Statement (PWS).

• Monitoring Scope: Details what aspects of the contractor's services will be monitored.
• Monitoring Methods: Describes how surveillance will occur (e.g., 100% inspection, random sampling, customer complaint validation).
• Performance Standards: Refers to the PWS for specific performance metrics and acceptable quality levels (AQLs).
• Government Roles: Identifies key government personnel involved, including the Contracting Officer (CO) and Contracting Officer's Representative (COR).
• Contractor Responsibilities: Outlines the contractor's responsibility for quality control and performance management.
• Documentation: Specifies how performance will be documented, including acceptable and unacceptable performance.
• Incentives/Disincentives: Mentions rework prevention as an incentive and negative past performance evaluations as a disincentive.
• Assessment Tools: Includes a sample Performance Based Service Assessment Survey and a Corrective Action Report (CAR) form.

This QASP provides insight into how the government intends to measure and evaluate the contractor's performance. Bidders should review this document to understand the government's expectations regarding quality, performance standards, and surveillance methods, which can inform their proposal strategy and operational planning to meet or exceed these requirements.

Form / Attachment / Pricing Sheet

This document, "Attachment 3: Equipment & Supply," is a checklist and guide for the procurement package related to equipment and supply projects. It aims to standardize the submission process for such requests.

• Requestor Information: Details about the requesting office, users, and departments involved.
• 2237 Form: Indication of whether the request is funded or unfunded, with instructions for submission.
• Acquisition Planning Requirements: Outlines the need for Integrated Product Teams (IPT), High Tech Medical Equipment (HTME) contracts, and Pre-Procurement Assessments (PPA) for medical devices.
• FITARA Compliance: Details the process for ensuring IT/IT-related requirements meet Federal Information Technology Acquisition Reform Act (FITARA) compliance.
• Market Research: Guidance on conducting market research, including required templates and sources.
• Other Than Full and Open Competition (OFOC): Provides templates and guidance for sole source justifications.
• Functional Performance Specifications: Instructions on describing requested equipment/supplies.
• Line Items: Requirements for uniform use of line items in solicitations and contracts.
• Applicable Drawings: Requirement to provide drawings, maps, or schematics.
• Independent Government Cost Estimate (IGCE): Guidance on when an IGCE is required and how to develop it.
• Required Sources: Information on mandatory sources of supplies and services, including priorities.
• Delivery/Performance Information: Instructions for providing delivery dates and instructions.
• Recurring Requirements: Questions to determine if the requirement is recurring.
• Directives/Policies: Requirement to list applicable VA or VHA Directives/Policies.
• Federal Supply Schedule: Inquiry about whether the item is on GSA/FSS and consideration of multiple vendors.
• Security Requirements: Guidance on designating SOW/SOO/PWS with risk levels and background investigation requirements.

While this document is primarily for internal government use in preparing procurement packages, it outlines the processes and requirements that will ultimately shape solicitations for equipment and supplies. Bidders can gain insight into the government's planning, research, and documentation requirements, which may indirectly inform their understanding of the opportunity's context and the government's expectations.

Form / Attachment / Pricing Sheet

This document is a "VHA Healthcare Furniture IDIQ Procurement Checklist" which serves as a guide for ensuring standardization in the submission process for healthcare furniture projects. It is intended to accompany requests for procurement.

• Electronic Submission: All documents are to be provided electronically.
• Key Information Required: The checklist prompts for essential information such as Date, 2237#, COR Phone #, and COR Training completion status.
• Compliance and Source: It requires listing applicable VA Directives or policies (e.g., mandatory IDIQ use VHA Directive 1761.1) and outlines the process for determining "Sole Source" procurement, emphasizing competition and requiring justification documents if applicable.
• Attachment References: It lists various "Sole Source Templates" (Attachments 1-6) for different justification scenarios.
• Task Order Requirements: It details specific requirements for task orders, including:
  • IDIQ Contract #
  • Functional/Performance/Specification (SOW)
  • Applicable Drawings
  • Market Research
  • Independent Government Estimate (IGCE)
  • Recommended Source List
  • Security Checklist
  • Detailed Evaluation Criteria
  • Evaluation Team

This checklist outlines the critical information and documentation required from a requesting office when initiating a furniture procurement under the VHA Healthcare Furniture IDIQ. Bidders should be aware that adherence to these requirements, particularly regarding sole source justifications and detailed specifications, is essential for a smooth procurement process. The document also highlights the importance of market research and the Independent Government Estimate (IGCE) in the procurement process.

Form / Attachment / Pricing Sheet

This document, "ATTACHMENT J - Proposed FTE Report.xlsx", is an Excel spreadsheet intended to capture required information and data related to Full-Time Equivalent (FTE) positions. Bidders are instructed to use a SharePoint tool for data entry, as actual deliverable data requirements are defined within that system.

• The spreadsheet includes columns for Department/Svc, Clinic/Program Name, Projected 1st Use date, Position Description, Grade, # Current FTEE, # New FTEE, New Hire Justification, Activation support (y/n), % Time spent on activation tasks, Planned Announcement Date, Planned On-board Date, Planned full FY salary & benefits, Planned pro-rated FY salary & benefits, Position(s) approved, # Approved, Date Approved, Salary Appropriation, Request Comments, Item Type, and Path.
• The "Sheet: query" tab provides the structure for this data.

While the primary data entry is via SharePoint, this attachment outlines the specific data fields the government requires for tracking FTE resources. Bidders should review these fields to understand the type of personnel information and associated costs that may be relevant to the opportunity and the government's planning.

Form / Attachment / Pricing Sheet

This document is an Excel template for an Equipment Inventory, specifically for Re-Use and Disposal Planning. It is intended to capture details about equipment that may be re-used or disposed of as part of the opportunity.

• The template includes columns for functional area, building, room number, room function, asset type, EE number, item description, quantity per room, model number, serial number, acquisition date, replacement date, and a designation for 'Dispose or Re-Use'.
• It also includes fields for 'Re-Installation Required', 'Data required', 'Power Required', 'Wall backing req'd', and 'Comments'.
• The sheet notes that the actual deliverable data/information requirements are defined in a SharePoint tool, and contractors shall utilize SharePoint to enter data directly into that system.

Bidders should use this template to understand the type of equipment information that may need to be tracked or reported. It provides a framework for the data that will likely be managed through the specified SharePoint tool. This attachment helps bidders anticipate the scope of asset management and disposal/reuse planning required for the opportunity.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet serving as a pricing worksheet and basis of estimate for the "New Albany IOT&A" project. It outlines labor categories, rates, hours, and prices across different periods for various PWS tasks, and provides instructions for bidders on how to complete it.

• Labor Categories: Includes roles such as Program Manager, Senior Designer, and Senior Transition Planner.
• Provider: Specifies if the labor is provided by the Prime contractor or a Subcontractor.
• Labor Rates: Details hourly rates for three distinct periods (Year 1, Year 2, Year 3).
• Hours: Outlines the total hours allocated per labor category per period.
• Price: Calculates the total price per labor category per period and for the Line Item (LIN).
• PWS Tasks: Organizes pricing information under specific PWS tasks, including Project Management Services, Interior Design, Acquisition Planning, and others.
• Instructions: Provides guidance on filling out labor categories, prime/sub notation, rates, hours, and verifying calculations. It explicitly states that labor rates and costs should NOT be included if this worksheet is used as the Basis of Estimate for the proposal.
• Travel: Notes that travel costs (LIN 0002) will be added by the Government and should not be included in the bidder's quote.
• Optional Tasks: Includes sections for optional tasks like Warehousing Services.

This worksheet is crucial for bidders to understand the expected cost structure and labor requirements for the opportunity. Bidders must use this template to develop their pricing proposals, ensuring they align with the specified labor categories, rates, and hours. Crucially, bidders must adhere to the instructions regarding the submission of the Basis of Estimate, specifically excluding labor rates and LIN costs if submitting this worksheet as such.

Form / Attachment / Pricing Sheet

This document is a Wage Determination issued by the U.S. Department of Labor, Employment Standards Administration, Wage and Hour Division. It establishes the minimum wage rates and fringe benefits required for various occupations performing work under a Service Contract Act (SCA) covered contract in specific geographic areas.

• Area: Indiana Counties of Clark, Floyd, Harrison; Kentucky Counties of Bullitt, Henry, Jefferson, Oldham, Shelby, Spencer.
• Occupational Listing: Provides a detailed list of job classifications (e.g., Accounting Clerk, Administrative Assistant, Automotive Worker, Electrician, Nurse) with corresponding minimum hourly wage rates.
• Fringe Benefits: Specifies required fringe benefits, including Health & Welfare rates ($5.55 per hour or $222.00 per week) and provisions related to Executive Order 13706 (Paid Sick Leave).
• Executive Orders: Notes applicability of Executive Order 13706 (Paid Sick Leave) and Executive Order 13658 (Minimum Wage) for covered contracts.
• Vacation and Holidays: Outlines requirements for paid vacation (based on years of service) and paid holidays.
• Conformance Process: Details the procedure for classifying and determining wage rates for occupations not explicitly listed in the determination.

This wage determination is critical for bidders to accurately estimate labor costs for their proposals. Bidders must ensure their proposed wages and benefits meet or exceed the minimums specified for each relevant occupation to comply with the Service Contract Act. Failure to comply can lead to contract violations and penalties. The listed rates and benefits directly impact the financial feasibility and competitiveness of a bid.

Form / Attachment / Pricing Sheet

This document is a collection of forms and instructions related to contractor personnel security verification and fingerprinting. It outlines the process for initiating security verification, requesting fingerprinting services, and submitting required documentation for individuals working under federal contracts.

• Contractor Request Form (Form 1a): Collects contract information and contractor personal identifiable information for security vetting.
• Security Verification Continuation (Form 1b): Used for large rosters when extra space is needed for Form 1a.
• Contractor/Employee Fingerprint Request (Form 2a & Form 2): Instructions and forms for obtaining fingerprinting services.
• Declaration for Federal Employment (Optional Form 306): Used to assess fitness for federal contract employment, collecting personal, background, and employment history information.
• Self Certification of Continuous Service: Used to certify breaks in federal employment.

Bidders responding to opportunities requiring security clearances or PIV badges will need to understand and complete these forms accurately. The documents detail the information required for background checks, fingerprinting, and PIV badge adjudication, which are critical steps in onboarding personnel for federal contracts. Failure to complete these forms correctly can lead to rejection of requests and delays in processing.

Form / Attachment / Pricing Sheet

This document is an Excel template for an Integrated Move Plan. It is intended to capture information related to personnel and equipment moves. Bidders should note that the actual data requirements and entry will be managed through a SharePoint tool, and this template represents the required information/data structure.

• The template includes columns for various details of a move, such as:
  • Department, Functional Area, Planned and Revised Move Dates
  • Location details (From/To Building and Room Numbers)
  • Furnishings & equipment to be moved
  • Number of Boxes
  • Employee Name (or 'New')
  • Key and Lockshop information
  • IT equipment (Computers, Printers, Peripherals) and associated details (EE#)
  • IT Special Requirements (e.g., new software)
  • Other Special Requirements
  • Comments

While the contractor will utilize a SharePoint tool for data entry, this template outlines the specific data points the government requires for managing moves. Bidders should review this template to understand the scope and detail of information needed for move coordination, which may be relevant for planning or resource allocation if this is part of the overall service requirement.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a template for an Acquisition Plan. It outlines the required information and data fields necessary for planning an acquisition. Bidders should note that the actual deliverable data and information requirements are defined in a separate SharePoint tool, and contractors are expected to utilize that tool for data entry.

• Department & Functional Area: Identifies the organizational unit responsible.
• Room Information: Details room codes, numbers, names, and quantities.
• Item Specifications: Includes item descriptions, quantities per room, total quantities, and whether the item is new or a re-use.
• Acquisition Details: Acquisition codes, special requirements (e.g., MEP), cost per item, and total cost.
• Timelines: Projected need-by dates, contracting and vendor lead times, and projected order dates.
• Funding & Contracting: Information on funding sources, appropriation details, and contracting leads.
• Market Research: Fields for tracking market research completion, vendor quotes, and acquisition methods.
• Status Tracking: Fields for award completion, delivery status, installation details, and comments.

While this document is primarily for internal government planning, it provides insight into the types of items and services the government intends to procure. Bidders can use this information to understand the scope of potential acquisitions, the level of detail required in planning, and the government's approach to procurement, including the use of external tools like SharePoint for data management. The presence of fields for vendor lead times and quotes also indicates areas where vendor input is valued.

Form / Attachment / Pricing Sheet

This document provides a Work Breakdown Structure (WBS) template. It is intended to guide bidders in structuring their project proposals by outlining the expected tasks, durations, and dependencies.

• Task Breakdown: Lists various project tasks, categorized under broader phases like 'General', 'Acquisition', 'Artwork', 'Deliveries', 'Access', and 'Operations'.
• Duration and Schedule: Includes estimated durations for each task and their start/finish dates, indicating dependencies between tasks.
• WBS Structure: Organizes tasks hierarchically, allowing for a clear understanding of project phases and sub-tasks.

Bidders should use this WBS template to understand the government's anticipated project timeline and task breakdown. It serves as a framework for developing their own project plans and proposals, ensuring alignment with the government's expectations for task completion and scheduling. It can also inform resource allocation and risk assessment.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a template for a Change Management Plan and Log. It is intended to capture information related to changes that may impact the project or contract.

• The template includes columns for:
  • Created
  • Impacted Department
  • Description
  • Change Justification
  • Issue Status
  • Priority
  • Impact to schedule
  • Anticipated Cost
  • Disposition Date
  • Approved By
  • Comments
• The "query" sheet notes that this attachment represents required information/data, but actual deliverable data/information requirements are defined in a SharePoint tool.
• Contractors are instructed to utilize SharePoint to enter data directly into the system.

Bidders should use this template to understand the type of change management information that may be required. However, the primary method for data entry and management of deliverables will be through a SharePoint tool, as indicated in the document.

Form / Attachment / Pricing Sheet

This document is a template for a Risk Management Plan and Register. It is intended to guide contractors in documenting and tracking risks associated with the opportunity. The actual data requirements are defined in a SharePoint tool, and contractors are expected to enter data directly into that system.

• The template includes columns for:
  • Risk Severity
  • Title
  • Issue Status
  • Category
  • Impact of Risk
  • Probability of Risk
  • Mitigation
  • Created Date
  • Assigned To
  • Date Resolved
  • Comments

Bidders should review this template to understand the expected risk management approach and the types of information that will need to be tracked. While data entry will occur in SharePoint, this template provides insight into the structure and content of the risk register that may be required as part of contract performance.

Solicitation / RFP / RFQ

This solicitation is a Request for Quotation (RFQ) issued by the Department of Veterans Affairs (VA), Program Contracting Activity – Central (PCAC), for Initial Outfitting, Transitioning, and Activation (IOT&A) services. These services are required for the pre-planning and activation support of the New Albany, IN Outpatient Clinic. The acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside and will result in a firm-fixed-price contract.

• Initial Outfitting, Transitioning, and Activation (IOT&A) services as detailed in the Performance Work Statement (PWS).

• Specific tasks include Comprehensive Project Management Services, Comprehensive Interior Design, FF&E, and Space Planning Services, Acquisition Planning Services, and Acquisition Package Development.

• Offerors must submit resumes for key personnel, a technical submission detailing their approach, a betterment submission (optional), and past performance information.

• Contract Type: Firm-Fixed-Price.

• Period of Performance: Estimated 35 months, with a Base POP from 07-15-2026 to 05-14-2029. An optional task for Warehousing and Warehousing Management Services is also included.

• Estimated Value: $20 Million.

• Offers must be submitted electronically via email to both the Contract Specialist and Contracting Officer by the date and time specified in Block 8 of the SF 1449 (05-11-2026, 10:00 EDT).

• Technical questions are due by May 20, 2026, 10:00 AM EDT.

• Evaluation will be based on a "highest technically rated offeror with a fair and reasonable price" best value approach, prioritizing technical merit over price.

• Key evaluation factors include Key Personnel (Pass/Fail), Technical Submission, Betterment, and Past Performance.

• This acquisition is a 100% Service-Disabled Veteran-Owned Small Business (SDVOSB) set-aside.

• Offerors must comply with VAAR 852.219-75 (Limitations on Subcontracting for Services).

• Numerous attachments are referenced, including the PWS (Attachment A), Travel Authorization Request (Attachment B), and various templates for planning and reporting.

Solicitation / RFP / RFQ

This is a Pre-Solicitation Notice for non-personal Initial Outfitting, Transitioning & Activation (IOT&A) Services for the new Department of Veterans Affairs (VA) Community-Based Outpatient Clinic (CBOC) in New Albany, Indiana. The services will support the activation of the new clinic, which will lease approximately 41,052 net usable square feet (NUSF) and include 300 parking spaces. The new facility will offer Primary Care, Mental Health, Specialty Care, and Ancillary services.

• Provide contractor services to support the activation of the New Albany, IN. CBOC.

• Services will include IOT&A.

• This will be a firm-fixed-price contract.

• Estimated Period of Performance: 34 months.

• The solicitation is anticipated to be posted on Contract Opportunities around April 20, 2026.

• The anticipated closing date for the solicitation is May 3, 2026. Offerors should be aware of potentially truncated response times.

• Questions regarding this pre-solicitation notice should be submitted via email to Kathleen.Klotzbach@va.gov. No telephone requests will be accepted.

• This requirement is set-aside 100% for Service-Disabled Veteran-Owned Small Businesses (SDVOSBs).

• To be eligible, SDVOSBs must be verified by the VA and meet the small business size standard for NAICS code 541614.

• This notice is a Pre-Solicitation Notice and does not constitute a request for proposals.

• Solicitation posting and closing dates are subject to change.

• NAICS Code: 541614

• Product Service Code: Q702

• Place of Performance: New Albany, Indiana, 47150, USA

• Contracting Officer: Kathleen Klotzbach (Kathleen.Klotzbach@va.gov, 216-447-8300 ext. 3628)